The URL can be used to link to this page

Home My WebLink About6. MANAGERS REPORT 01/15/2008 MOUNT PROSPECT POLICE DEPARTMENT FORMAL MEMORANDUM CHF 08-05 CONTROL NUMBER FROM: MICHAEL E. JANONIS, VILLAGE MANAGER JOHN K. DAHLBERG, CHIEF OF POLICE JANUARY 2, 2008 "'Bl>. ~~ ,(\oS' oS TO: DATE: SUBJECT: REQUEST TO PURCHASE ONE (1) FORD CROWN VICTORIA PICE INTERCEPTOR ($23,400), SEVEN (7) CHEVROLET IMPALAS ($129,500), ONE (1) FORD RANGER ($31,510) & ONE (1) FORD ESCAPE ($25,500) REQUEST TO PURCHASE ONE (1) 2008 FORD INTERCEPTOR MARKED PATROL SQUAD CAR Background Information on the Marked Police Patrol Squad Car Fleet In 2000, the police department began purchasing Ford Interceptor marked patrol squad cars as replacements for the discontinued Chevrolet Caprice squad cars. The department completed the transition to an all Ford fleet of marked patrol squad cars in 2001. In the time they have been in service, the Ford Interceptors have proven to be well suited to police patrol operations. An evaluation of the Interceptor's acceleration, braking, turning and maneuvering capabilities indicates it meets all of the department's emergency and pursuit driving requirements. Being a large, full frame vehicle, the Interceptor easily accommodates the in-car computer, mobile video recorder and police radios that are installed in the front seat area while also providing adequate room to safely transport a single prisoner in the back seat area. Finally, the Public Works mechanics are satisfied with the Interceptor's durability and reliability, with the warranty and repair services provided by Ford dealers and with Ford's responsiveness to recommendations for vehicle improvements in subsequent model years. For 2008, eleven (11) 2006 model year Ford Interceptors and three (3) specialty vehicles were scheduled to be replaced. A thorough inspection of these vehicles shows them to be in both excellent mechanical and cosmetic condition. With the exception of P-37, current mileage for each of these vehicles is exceptionally low as indicated in the summary below. The fact that none of these vehicles exceed 38,000 miles is attributed to department personnel issues during the past two years. Since their purchase in 2006, numerous officers have been absent from duty due to injuries, military leave, family medical leave absence and the number of newly hired officers assigned to police Page 1 of5 MOUNT PROSPECT POLICE DEPARTMENT CHF 08-05 FORMAL MEMORANDUM CONTROL NUMBER training. Additionally, the traffic unit did not become fully operational until 2007 resulting in significantly reduced use. As such, department patrol vehicles have not accumulated the generally anticipated amount of mileage and normal wear & tear associated with time assigned to the fleet. The following is a summary of the mileage for these vehicles as of 30 Dec 07. Designation Year Mileage P-4 2006 33,338 P-5 2006 33,803 P-9 2006 37,915 P-10 2006 15,926 P-15 2006 30,773 P-17 2006 12,672 P-33 2006 28,283 P-34 2006 25,861 P-37 2000 65,540 P-38 Traffic Unit 2006 14,861 P-39 Traffic Unit 2006 7,752 Alternative Squad Car Options At this time the Chevrolet Impala is the only alternative "full size" sedan style police pursuit vehicle package available via state bid. Despite being sold as a "full size" vehicle, the Chevy Impala provides significantly less interior space than the Ford Interceptor. The Impala does not accommodate prisoner transport nor the placement of in-car equipment as well as the Ford Interceptor. Recommendation Based upon their current excellent condition and low mileage, the department is recommending the purchase of one (1) Ford Interceptor for use as a marked police patrol squad car. This vehicle will replace marked patrol squad P-37 with 65,540 miles. The Ford Interceptor, in a police pursuit vehicle package, is available from Morrow Brothers Ford of Greenfield under a State of Illinois bid award (#PSD4014905) at a cost of $23,400 per vehicle. We are requesting the Village Board authorize the purchase of one (1) Ford Interceptor police pursuit vehicle from Morrow Brothers Ford at a total cost not to exceed $23,400 under the pricing of the State of Illinois contract for police vehicles. The State of Illinois contract was awarded through a competitive bid process, and we are eligible to make purchases under the contract provisions. Funding for this vehicle is available in vehicle replacement account #6707709-660123, which is listed on page #285 of the 2008 Annual Budget. Delivery of this vehicle will be in early 2008. POLICE REQUEST TO PURCHASE SEVEN (7) 2008 CHEVROLET IMPALA UNMARKED DETECTIVE & STAFF VEHICLES Page 2 of5 MOUNT PROSPECT POLICE DEPARTMENT FORMAL MEMORANDUM CHF 08-05 CONTROL NUMBER Background Information on Investigation Section Vehicle Fleet Currently the department maintains six (6) vehicles assigned to the investigative section. These vehicles are utilized by the ten officers assigned to the section. These vehicles consist of a variety of manufacturers and makes and include a Ford Crown Victoria and five (5) Chevrolet Impalas. These vehicles have significant mileage ranging from 47,183 to 87,009 miles. All vehicles assigned to the investigative section are furnished with emergency response equipment. This includes emergency lights, sirens and police radio systems. Investigators are regularly used to supplement patrol operations when demand dictates allowing for additional sworn personnel to respond to in-progress emergency calls for service. As such, investigative personnel have played a significant role in enhancing emergency response operations. Accordingly, with the purchases of replacement vehicles in 2008, each investigative section vehicle will be fully equipped in a standardized manor to meet emergency response requirements. This will include the addition of ballistic vests and shields, less lethal shotguns, T ASERS and AR-15 rifles. The following is a synopsis of the vehicle department designation, year manufactured, manufacturer & mileage as of 30 Dec 07: Designation Year Manufacturer Mileage 1-22 2004 Chevrolet 61,650 1-23 2002 Chevrolet 62,725 1-24 2001 Ford 47,183 1-28 2003 Chevrolet 67,321 1-29 2000 Chevrolet 70,147 1-30 2001 Chevrolet 87,009 In addition to replacing the six (6) investigative section vehicles, staff vehicle S-25 assigned to Deputy Chief Semkiu is scheduled for replacement in 2008. This vehicle is fully furnished with emergency response equipment and has been used by Deputy Chief Semkiu to supplement patrol operations and respond to emergency calls for service. The current S-25, a 2005 Chevrolet Impala with 13,100 miles, would then be used to replace S-32, a 1998 Chevrolet Lumina. S-32 which has 66,901 miles is used by the department court officer and also by sworn officers to attend training classes conducted outside of Mount Prospect. Recommendation Based upon the need to provide a standardized fleet of investigative vehicles equipped to augment and enhance patrol operations, staff recommends the purchase of six (6) Chevrolet Impalas. Additionally, staff recommends the purchase of one (1) Chevrolet Impala to replace the current S-25. The Chevrolet Impala sedan, in a police package, is available from Bill Jacobs Chevrolet in Joliet, Illinois under the State of Illinois bid award (#PSD4014904) at a cost of $18,500. Funds are available for this expenditure in account # 6707709-660123, which is listed on page #285 of the 2008 Annual Budget. The department is requesting Page 3 of5 MOUNT PROSPECT POLICE DEPARTMENT FORMAL MEMORANDUM CHF 08-05 CONTROL NUMBER the Village Board authorize the police department to purchase seven (7) Chevrolet Impalas at a cost not to exceed $129,500 under the pricing of the State of Illinois contract for police vehicles. The State of Illinois contract was awarded through a competitive bid process, and we are eligible to make purchases under the contract provisions. Delivery of these vehicles will be in early 2008. POLICE REQUEST TO PURCHASE ONE (1) 2008 FORD RANGER & ONE (1) FORD ESCAPE HYBRID VEHICLES The department currently utilizes two marked vehicles for use by community service officers assigned to field operations. These vehicles are only used to respond to non- emergency calls for service which routinely include traffic control and direction, parking enforcement, animal transport and control, transporting found property, and maintaining equipment used for extended traffic direction. With these responsibilities in mind, vehicles assigned to this function must possess specific attributes to adequately meet the needs of community service officers assigned to field operations. To address the need of transporting stray animals and field equipment, the department tested a 2003 Ford F150 full size pick-up truck and a 2003 Ford Expedition. These vehicles have served the needs of the department but have posed significant issues due to their large size. In addition to requiring specific locations to park these vehicles at the Public Safety Building, community service officers of smaller stature have expressed concern over the inability to retrieve or place items within these vehicles due to their large size. One significant concern voiced on numerous occasions was the ability to place and retrieve large dogs within the vehicles for transport to the local animal hospital where they are held pending an owner claiming the animal. Additionally, due to the large size of these vehicles, fuel economy is a concern. To address these concerns, staff recommends the purchase of a Ford Ranger midsize cab and chassis. This vehicle would be equipped as P-16, the current department pickup, with the exception of the pickup bed. In lieu of the traditional cab and pickup bed, this vehicle would be equipped with a modular compartment which is specifically made to house animals and provide storage for field equipment. The animal holding components will greatly assist community service officers in safely loading and retrieving animals of all sizes. In addition to the Ford Ranger, the department seeks to replace P-13, which is a Ford Expedition, a full size SUV. This vehicle is used for general non-emergency use by community service personnel. A suitable replacement for this vehicle would be the Ford Escape Hybrid. The Escape is a midsize SUV which utilizes a standard four (4) cylinder combustion engine in conjunction with an electric motor. Ford asserts fuel economy at 34 miles per gallon in city driving. A hybrid vehicle would be well suited for the department's downtown parking enforcement activities while still providing the necessary availability for non-emergency field operations. Based upon the increasing cost of gasoline, a hybrid vehicle would give the Village, and the police department, the Page 4 of5 MOUNT PROSPECT POLICE DEPARTMENT FORMAL MEMORANDUM CHF 08-05 CONTROL NUMBER opportunity to field test this type of vehicle for future use as an alternate to a standard gasoline powered vehicle. Alternate Vehicles Options As an alternate to the Ford Ranger, Ford offers the F150 full size pickup at a cost of $23,200. In addition to its additional cost, this vehicle would not provide the necessity of a smaller frame vehicle as indicated above. An alternate to the Ford Escape is the Chevrolet Tahoe at a cost of $30,000, significantly higher in price than the Escape. Recommendation The Ford Ranger is available from Landmark Ford in Springfield, Illinois under State of Illinois bid award (#PSD4013449) at a cost of $17,800. The animal transport module is available through Mavron, Inc. $13,710; for a total cost of $31 ,510. In 2007 Mavron provided the department with the prisoner transport chassis module. The module and service provided by Mavron has exceeded department expectation. The Ford Escape Hybrid is also available from Bob Ridings Ford in Taylorville, Illinois under State of Illinois bid award (#PSD4014904) at a cost of $25,500. It should be noted that the Escape is sold with the 5yr/75,000 miles premium extended warranty. In addition, the Escape also includes a battery/hybrid system warranty for a period of 8yr/100,000 miles. Delivery of both vehicles will be in early 2008. Finally, at the discretion of the Public Works Director, vehicles replaced in 2008 will be placed into service by other Village departments or placed into auction. SUMMA liON Had the department adhered to the original replacement schedule for 2008, a total of $335,900 would have been requested to purchase eleven (11) patrol squads and three (3) special purpose vehicles. In contrast, the revised recommended vehicle purchases outlined in this memorandum will result in the expenditure of approximately $186,500, a savings of $149,400. c: Deputy Police Chief Michael Semkiu Deputy Police Chief Robert Rzepecki Director of Public Works Glen Andler Deputy Director of Public Works Sean Dorsey Public Works Vehicle Maintenance Superintendent Jim Guenther \\Pf1\pf1pi$\MSemkiu\USRDAT\My Documents\Equipment\Squad Purchase Request 2008 (2).doc Page 5 of5 Mount Prospect INTEROFFICE MEMORANDUM @ TREE CITY USA Mount Prospect Public Works Department TO: VILLAGE MANAGER MICHAEL E. JANONIS ~~ I ~,., II 01 FROM: FORESTRY/GROUNDS SUPERINTENDENT DATE: JANUARY 9, 2008 SUBJECT: ACCEPT PROPOSALS FOR: STREETSCAPE CORRIDOR LANDSCAPE MTCE. CONTRACTUAL TURF MOWING CONTRACTUAL P ARKW A Y RESTORA nON $ 67,000.00 $ 80,465.00 $ 85,000.00 BACKGROUND Over the last two decades, we have increasingly contracted out our grounds maintenance responsibilities as opposed to using in-house personnel. Contractual parkway sod restoration began in 1990, contractual turf mowing began in 1994, and contractual landscape maintenance of streetscape sites began in 2000. For each type of contract, by accepting the low bid we have at times in the past experienced difficulties with certain contractors, due to poor quality of work and lack of responsiveness. Although this can happen with many types of contracts, I believe it is more common when grounds maintenance work is bid out. This is because labor and equipment costs to start up such a business are relatively low compared to many other businesses. Over the years, two landscape contractors have stood out in terms of quality of work and responsiveness to our requests, in many cases going above and beyond what their contracts specifically required. They are American Landscaping Inc. (ALl) and Lundstrom's Nursery Inc. Over time, both contractors have so impressed us with their performance that we have nominated each company for a "Contractor ofthe Year" Award from the American Public Works Association; both subsequently won the award. ALl has held our parkway restoration contract a total of 12 years. Lundstrom's has held our turf mowing contract a total of 15 years, and our landscape maintenance contract almost since its inception in 2000. (An exception was early in 2001; then Lundstrom's was the second low bidder on the landscape maintenance contract, but we asked them to take over after the low bid contractor failed to perform.) In 2003, both ALl and Lundstrom's completed their final year of our most recent multi-year, publicly bid contracts for mowing, landscape maintenance and parkway restoration. In 2004 and 2006, instead of sealed bids we prepared a "Request for Proposal" for each of the three contracts. We then sought quotes from only Lundstrom's and ALL As a result of this process the Village Board ultimately approved 2004-2005 and 2006-2007 contracts for Lundstrom's (Mowing and Landscape Maintenance) and ALl (Parkway Restoration). Again, we were highly pleased with the quality of work and responsiveness of both contractors. Therefore, we recently sought price quotes from Lundstrom's and ALl for the same three contracts for 2007 and 2008. RESULTS The following price quotes were received: Lundstrom ALl Turf Mowine Total cost, 30 weekly mowings of 134 sites Landscape Maintenance Total annual cost to maintain 54 sites Parkway Restoration Estimated 9340 yards of sod installed $73,653.30 $81,737.40 $67,032.07 $74,529.00 $100,124.80 ($1O.75/yd) $84,994.00 ($9.1O/yd) DISCUSSION ALl submitted the lowest overall quote for Parkway Restoration, while Lundstrom submitted the lowest quotes for Mowing and Landscape Maintenance. In comparison to the prices submitted in January 2006, ALl's parkway restoration quote reflects only a 1.7% price increase. Lundstrom's turf mowing quotes reflect a 4.3% price increase. Both increases are very reasonable for a two-year period, in my opinion. It is a little more difficult to compare Lundstrom's 2006 and 2008 quotes for the Landscape Maintenance Contract, since there have been substantial changes in the sites being maintained as well as the scope of work. It will cost 6.2% more in 2008 to maintain the sites that were maintained in 2006. Considering that the plantings at these sites have matured considerably, that additional herbicide applications are now required, and that fuel costs have continued to rise, I believe that this price increase is also reasonable. Finally, note that with all three contracts, we have reserved the right to adjust quantities of work upwards or downwards from our estimates, in order not to exceed available funding. RECOMMENDATION I request that the Village Board waive the formal bidding process and accept the proposals from American Landscaping Inc. and Lundstrom's Nursery Inc. as detailed below. For the Landscape Maintenance Contract, in the 2008 budget there is a total of $67,000.00 available (p. 221 Acct. #0015202-540691). I recommend award of a two year Streetscape Corridor Landscape Maintenance Contract to Lundstrom's Nursery Inc. Year one will be in an amount not to exceed $67,000.00. For the Mowing Contract, in the 2008 budget there is a total of$80,465.00 available (p. 243, Account # 6105503-540685 and p. 221, Account # 0015202-540685). I recommend award ofa two year mowing contract to Lundstrom's Nursery Inc. Year one will be in an amount not to exceed $80,465.00. For the Parkway Restoration Contract, in the 2008 budget there is a total of $85,000.00 available (p. 245 Account # 6105505-540700 and p. 249 Account # 6105510-540777). I H:\Forestry\Grounds\ W ord\2008\MEMO _ LMC _MOW] ARKREST.DOC recommend award of a two-year Parkway Restoration Contract to American Landscaping Inc. Year one will be in an amount not to exceed $85,000.00. I concur: For each of the above contracts, year two will be in an amount not to exceed the available funds appropriated for these purposes in the 2009 budget. /' /~ '1 /.?-.~/? -:" /,/ ~L~~ ...../ Sandy Clark /~~ Director of Public Works H:\Forestry\Grounds\ Word\2008\MEMO _ LMC _MOW] ARKREST.DOC MOUNT PROSPECT POLICE DEPARTMENT FORMAL MEMORANDUM CHF 08-10 CONTROL NUMBER Police Department Request ~t>. i1'~ \I'~~- .", )...'..\ v p ,/):J" ,.64" TO: VILLAGE MANAGER, MICHAEL E. JANONIS FROM: CHIEF OF POLICE, JOHN K. DAHLBERG DATE: JANUARY 7,2008 SUBJECT: RANGE TARGET CARRIER SYSTEM The police department is iequesting to purchase and install a new target carrier system at the firing range at a cost not to exceed $80,000.00. Attached for your review are itemized lists of equipment and services provided by three (3) vendors. It should be noted that two (2) of the vendors do not provide for removal of the department's current system or necessary electrical work in their respective bids. Discussion All department personnel are required to qualify on a quarterly basis, demonstrating proficiency with duty weapons, off-dufy weapons, less lethal weapons, and AR-15 rifles. The department conducts qualification at the firearms range, located in the basement of fire station number two located at Golf Road and Busse Road. No other locations are utilized for weapons qualifications. The current target carrier system has been in operation since 1991 with no major upgrades since its installation. The current system consists of three target carrier lanes, each with the ability to run the length of the range with only the ability to turn towards or away from the officers on cue. The system is operated via a control panel located in the range booth with limited user functions at each firing station. The current target carrier system has numerous limitations and shortcomings. The primary issues relate to the control panel's limited operational capabilities. The current system is antiquated, employing an outdated key stroke entry procedure. This programming method requires the operator to write out a program plan in steps. The operator must then enter each key stroke in sequence in order to program the system. The program is then saved within the system to be activated when needed. If one segment of the program is entered improperly the entire series of key strokes must be re-entered. The current system has no backup capability to store pregrammed courses of fire. An additional limitation of the current system is that all stored programs must be run from within the control booth. This requires the firearms instructor to remain within the Page 1 of 4 ! , MOUNT PROSPECT POLICE DEPARTMENT FORMAL MEMORANDUM CHF 08-10 CONTROL NUMBER booth during the qualification course making it impossible to physically assist and instruct personnel during the qualification process. The most serious problem with the current system is that the target carriers are prone to disruptions due to older circuit boards (circa 1990) that are outdated and prone to failure. The circuit boards are housed en each of the three tracks and are responsible for turning and moving targets the length of the track. Additionally, the range is configured with only three operational firing lanes. In addition to these mechanical issues, current range configuration does not provide armor plating to adequately protect the carrier system from .223 rifle round penetration. The .223 rifle round is new to department use. Also, the current glass partition between the firing range and range operations room provides no ballistic protection to officers in the range operations room. A new PC based system will allow range operators to enter qualification programs using a graphic user interface which allows for "on the fly" programming, review, and corrections without the need to repeat the entire programming process. The qualification programs are then saved within the computer and backed up onto removable media such as CD/DVD or even flash drives. Should the system experience- a catastrophic failure, the entire software bundle and saved qualification courses can be installed in a very short time, restoring range operations quickly and efficiently. The proposed system also allows for remote control activation allowing the firearms instructors to be present on the firing line to better observe, instruct, and assist officers as needed, no longer tied to the control booth. Personal instruction will greatly enhance the training process. The proposed system will include ruggedized circuitry and boards to eliminate carrier failure or disruption. Additionally, the system will add a fourth firing lane with full carrier controls allowing up to four officers to qualify at the same time. The additional lane will aid in reducing the total number of training hours required while maximizing the instructor's effectiveness. Department firearms instructors, knowledgeable in range equipment, met with three contractors specializing in target carrier system installation and maintenance. The installation of this equipment is highly specialized and regionally only three contractors are engaged in- the installation of such systems. Contractors were each provided with the requirements for the following: · a new target carrier system with remote operation capabilities, · the addition of a fourth operational firing line, · firing range lighting equipment, · steel armor plating designed to withstand the .223 round currently used for the patrol rifles, · computer control lighting system to simulate a variety of lighting environments, Page 2 of 4 MOUNT PROSPECT POLICE DEPARTMENT FORMAL MEMORANDUM CHF 08-10 CONTROL NUMBER . ballistic glass inserts for the range control booth and office, . removal of existing system, equipment and debris. Conclusions & Recommendation In order to determine which contractor would best meet the needs of the department, several factors were considered: overall cost, experience with the equipment, service, quality of equipment and equipment options. Bids were received from Meggitt Defense Systems (Caswell), Action Target, and Patriot Range Technologies. Range program coordinator Commander Ted Adamczyk and master firearms instructor Sergeant Mark Weger conducted on-site inspections of firing range systems installed by the above contractors at the following locations: . Schaumburg Police Department, Meggitt Defense Systems (Caswell); . Glenview Police Department, Patriot Range Technologies; . Mundelein Police Department, Patriot Range Technologies; . Evergreen Park Police Department, Action Target. Department firearms instructors met with range staff from the above listed agencies in an effort to judge each system on their operational merit. Feedback was received from each agency and was a consideration in the final recommendation process. System Costs Contractor Proposed System Removal Lighting & Electrical Final Cost Included Work Included Cost Action Target $49,655.00 Not Included - Additional Not Included - Additional cost of $70,960.00 cost of $8,270.00 $13,035 Meggitt $56,950.00 Not Included - Additional Not Included - Additional cost of $78,225.00 Defense cost of $8,270.00 $13,035 Patriot Range $74,098.50 Yes Yes $74,098.50 Technologies The overall cost of the Action Target proposal is nearly equal to the Patriot Range Technologies proposal, however Action Target does not provide the necessary computer control lighting system or electric work for system installation. Also, Action Target does not provide removal of existing systems, equipment or debris, and would require a third party contractor for system removal, lighting and electrical work. Third party removal, lighting and electrical costs are included above. The proposal provided by Meggitt Defense Systems provides no major upgrades to our existing system. Their design is based on outdated technologies and hardware similar to what is currently in use by the department. Further, Meggitt's bid does not provide for replacement of the current track system, a key objective of the system upgrade. Also, Meggitt does not provide the necessary computer control lighting system and also does not provide electric work. Lastly, Meggitt does not provide removal of existing systems, equipment or debris, and would require the assistance of a third party contractor for Page 3 of 4 MOUNT PROSPECT POLICE DEPARTMENT FORMAL MEMORANDUM CHF 08-10 CONTROL NUMBER system removal, lighting and electrical work. Third party removal costs, lighting and electrical costs are included above. Patriot Range Technolo'gies provided all required equipment and services. This includes demolition and removal of the existing system, installation of the new system meeting all specifications and all necessary electrical work. Based on these key factors it was determined that Patriot Range Technologies is the only system to fully meet the requirements of the department. Patriot Range Technologies' cost was comparable to the other contractors. Additionally, they are able to provide all demolition and removal of existing equipment & debris. Patriot Range Technologies is located locally and has significant experience in providing similar equipment and services to government agencies throughout the country. An additional factor in the selection was Patriot's ability to provide all electrical installations, unlike the other two contractors. The quotes provided by each of the contractors do not include the cost of a computer to operate the system, nor does it include the cost of a replacement loud speaker system. It was the advice of contractors for the department to purchase the computer from our regular vendor and the speaker system locally. It is staff's recommendation to purchase a standard PC based on Village specifications at a cost not to exceed $2,000. The speaker system will be purchased from a regularly used vendor at a cost not to exceed $750. Both the computer and speaker system will be installed by department personnel. This project would be funded from monies budgeted in CIP account 510770"1-640034. Attached for your review are quotes from all three system providers as well as the subcontractor proposal. In conclusion, based on their ability to meet all department specifications, cost and experience it is staff's recommendation to purchase a range carrier system through Patriot Range Technologies. It is also recommended that the bid process be waived to allow for system installation. Attachments k..".""'=....-."..'''".~'~~.~~7.''-''~._-. '_ ..-- ...""'=""~-~~.~ r:~ ~ "\ JOh~~lb~rg, c~ce .) l# . ! "', //,,,., 0, .' ~,f/ '\(4)''''' '.~~.,,-,,~ c: Deputy Chief Semkiu Deputy Chief Rzepecki Commander Adamczyk Sergeant Weger Page 4 of 4 BIDDING SCHEDULE 6 SCHEDULE OF PRICES (*****ESTlMATE*****) RANGE PART I (To be completed b contractor) 1. ACTIVITY AND LOCATION Mount Prospect Police 2. TITLE OF CONTRACT AND SITE LOCATION Small arms range & equipment 3. NAME AND ADDRESS OF CONTRACTOR PATRIOT RANGE TECHNOLOGIES LLC 5300 S DANSHER ROAD COUNTRYSIDE, IL 60525 7. ALLOTMENT OR ALLOCATION NO. la. APPROPRIATION TITLE 12.8. ITEM c. QUANTITIES d. MATERIAL COST e. LABOR COST NO b. DESCRIPTION OF ITEM NO. OF UNIT COST COST UNIT COST COST TOTAL COST UNITS UNIT CD DEMOLITION 1.00 EXISTING TARGET SYSTEMS REMOVAL 1 EA 350.00 350.00 650.00 650.00 1,000.00 2.00 REMOVAL OF DRYWALL CEILING OVER FIRING LINE 1 EA 400.00 400.00 800.00 800.00 1,200.00 2,200.00 I 4.0- TARGET DEPLOYMENT 3.0-3.1.5.5 MASTER LANE INTERFACE (MULTI-LANE) 1 EA 800.00 800.00 125.00 125.00 925.00 3.0-3.1.5.5 REMOTE CONTROL INTERFACE (12 BUTTON) 1 EA 1,134.00 1,134.00 200.00 200.00 1,334.00 4.0-4.1.3.3 TARGET SYSTEMS MULTILANE 4 EA 5,050.00 20,200.00 1,050.00 4,200.00 24,400.00 4.0-4.1.3.8 ELECTRONICS ENCLOSURE WI UCP BOX 4 EA 300.00 1,200.00 88.00 352.00 1,552.00 4.0-4.1.3.3 TARGET RAIL SYSTEMS 4 EA 960.00 3,840.00 788.00 3,152.00 6,992.00 9.0-9.2.2 LE3 INTERCOM MASTER 1 EA 195.00 195.00 235.00 235.00 430.00 9.0-9.2.2 INTERCOM LANE UNITS 4 EA 22.00 88.00 15.00 60.00 148.00 35,781.00 I 5.0- BALISTICS SB-5C-STD 48' BAFFLE & SAFETY CEILING SYSTEMS 5 EA 211.00 1,055.00 98.00 490.00 1.545.00 AR-BCS .25' AR-500 BAFFLE SYSTEM 25 EA 498.00 12,450.00 121.00 3,025.00 15,475.00 AR-BCS-FC PLYWOOD FACING 125 SF 6.00 750.00 3.66 457.50 1,207.50 18,227.50 I STD CEILING GRID WI TILE 8.0 ELECTRICAL 8.2 -8.8 TARGET POWER I STAGING AREA LIGHTING 2 SF 177.00 354.00 250.00 500.00 854.00 8.2 -8.8 RANGE INCANDESCENT LIGHTING NEW 10 SF 48.00 480.00 67.00 670.00 1,150.00 8.2 -8.8 RANGE INCANDESCENT LIGHTING RELOCATION 40 ea 8.00 320.00 61.00 2,440.00 2,760.00 4,764.00 I FOR FIVE POINTS (20 CONTROLLE':D) INTERFACE GRAPHIC EYE INCANDESCENT CONTROL FOUR UNITS ALTERNATE WHELEN TALON 2 TLN2RB LED REDI BLUE LIGHT 2 EA 300.00 600.00 150.00 300.00 900.00 ADD 2 12 VDC 50 AMP POWER SUPPLY WILANE INTERFACE 1 EA 280.00 280.00 250.00 250.00 530.00 ADD 3 WHELEN HIDE.A-WAY 20 WATT S220CC 2 WHITE STROBE 1 EA 154.00 154.00 95.00 95.00 249.00 1,679.00 I BALISTIC WINDOW WI ACOUSTIC LEVEL # 3 WINDOW WITH ACOUSTIC PANEL 74,098.50 I EQUIPMENT TOTAL LABOR TOTAL SALES TAX ON MATERIAL I 53,395.00 I 0.00% I 20,703.50 I I - 1 IJOB TOTAL 74,098.50 l Page 1 PATRIOT RANGE TECHNOLOGIES L L C ~~'~~'i~ik'i~~~~~~i;'F~~~~'fl...I....lfJ;r~T:....w....'ir':"....lr...1f..:'Z':m S-IND-180-SS Fireanns 'l'l'ainillg Systclns \ nlw,jlalriolrallgc .('(Hll RANG:8).ECH ,"". ,J"l::he-~a:Qic:~oftheNational Rifle Association of America! ." .._'_ .- ",.,...~,..c'.' '.4'L""..i:'&.ii.'f/:."'e.",.:\".""_,u':: \,,,,",,:,-:,.,..~....;.:"~~ '~-:"'~'_'7.;"" - .... .-~ rROiT Vltw SIOC VIEW ELEVATJBl . . ~~Y PLAIt <.3~. AR,5QO) StCI)GJAllY ))PACT PLAIt ~T The Patriot Range Technologies LLC "Hercules"TM Target Carrier was designed, in part, with help from the NRA. The Hercules™ is the only monorail target system that meets the demandingneedsofthe NRA range in Fairfax, VA. The Hercules™ is fully armored and <:;apableofwithstanding frontal impacts from all handguns, light center fire rifle and ~~ffo~g,jns.AlltUrningand propulsion motors are contained within the armored body of ,.---.----.~~rii~~~nQi~ren,()tslJscepti~le to any bullet strikes. Additionally, the carrier is --:'-"'~~f+'/~!~,~th_~eforeit doesnot rely on drive cables, whisker wires, or ,;..-~9.A.~~~~.Ih~~~rrierc()ntainsits own variable intensity on-board " ",' ..t.'0"-LJt9.h~'S(lU r<<:~f()Ctarget lighting.. '>.: ..,..e..... ......'. '-. ':,"" _.....-..-.......-,.... .-. ..- -.....""-,,. ~.....;..,.....;,..,;...:.,_,:,: ~:,-O---,-...;.."".; ..."",--.;...;. _ :" ~",,;';""";'~'.';" .,'.__...:,_..c.:,.,._......:,.'.:,__.:..::,....._....,.,..',..,:', ~2"p:""::d,:.'.+;:- "':\'~_:::<"''':'o--'':~r-~ ;.'_-,-'-:-;"i;':";C'~,-,:~ . .,-- ~---- ,.- ... S-IND-180-SS Fin.'anus -l'raillillg SYSlClllS ,\"\ n r. palri< )lrallgc .{'om /""''''< RANG;, e>fECH ~,..._~ * Carrier has an internal 10 ga. Aluminum frame to house and mount all power, drive & information components. Drive motor is rated for 6 to 90 VDC. Speeds are adjustable from .3 to 14 feet per second. *Exterior shell is a 16 gauge cold roll steel cover. *Target turning motor rotates target backer in either direction to display Friend (face left), Edge (conceal), and Foe (face right). '2'27 Blu!! ,he. La Grange, II,. (;05'25 (I.S.A. (708) ,\5 I - ill 50 (708) ,\5 I - ,\I (i;.\ b\: ~. "y ." .., ...A.. ~.." ,,\ JIll{ PATRIOT RANGE TECHNOLOGIES L L C 8~MI 215-88 Firearms Training Systems WW\'V. patriotrange.com RANG@:YeCH '.-.'. .....~.- Individual Control (multi lane UCP) Unit with booth speaker option. The Patriot Range Technologies Rangetech ™ Individual Control Unit (UCP) has al~;~4:t ~~pabilitiesof the Master Control, with the exception that it only controls ... ,.-....... .. '. . . n. aUCl~e.Anyprogram from the Master Console can be downloaded .. ttt<<:t'UPP can accept programming on its own. Any target dJntgJhe l.JCPfor immediate use or stored for a later r).\!h~b~c::kUt LCD display face occur in real time .J~diJ'lg._The UCP keypad is extremely 1;)Qmputerskills to operate. PATRIOT RANGE TECHNOLOGIES L L C "'~::C" .~""~~^ ~1,-,<; ~~' ~,'" '" > ~. . ",""" " .~ ~" " "> '{, ,,~ " "'::.:'- Fil'canns 'rraining SYSlCIllS ""\ nL palriolrangc .com "The choice ofthe National Rifle Association of America!" RANG0fECH ~ This is the only system that meets the demanding needs of the National Rifle Association. This system is installed at the NRA range in Fairfax, VA. The Rangetech ™ UCP operator interface utilizes our new 9-bit serial protocol. The operational system version 2.15 is our most advanced user-friendly software in existence. *Each UCP consists of a 2-line 20-character backlit liquid crystal display. A 20 key membrane, or spring-gas button, keypad to control all function. The white keys are typical for manual functions, while the colored keys control program function. *Each UCP is capable of storing and executing four profiles of up to 1000 individual steps each. *UCP units can be installed in groups of up to 40 lane units per master console. *UCP units can execute individual profiles (exercises) from the master simultaneously. The membrane keys consist of icon faced operation keys that maximize the functions of the UCP. HIT is not an active function at this point in time. The icon face of the keypad indicates exactly what they represent. II They are as fo ows: FRIEND Activates target to display the friend face. EDGE Activates target to display the edge or concealed face. FOE Activates target to display the foe face. MOVE BACK Activates destination distance by scrolling backward. MOVE FORWARD Activates destination distance by scrolling forward. START / STOP KEY Start sets the carrier in manual mode and loads the units default settings at its current location. This is (START Description) valid in any mode. START / STOP KEY Stops target carrier activity in manual mode. (STOP Description) In profile mode is cause the carrier to go in a wait sate. PAUSE / RESUME KEY Stops target activity during a profile at the end of the step. (PAUSE Description) PAUSE / RESUME KEY Allows the user to continue the profile after it has been stopped or paused. This is only while in the (RESUME Description) profile mode. HIT *optional hit detection of target. Coming June 2008 TARGET CHANGE Moves target carrier backward behind home stop. LIGHT Activates light intensities, low, medium, & high by scrolling one at a time. TIMER - Decreases timed Foe value in manual mode & timer value in profile modes TIMER + Increases timed Foe value in manual mode & timer value in profile modes RANDOM / ALIBI KEY In manual mode provides the user with a 12 step random profile. (RANDOM Description) RANDOM / ALIBI KEY Allows a user to stop the profile and repeat the last step. This feature is only valid in the Lock Step (ALIBI Description) Mode. EDIT PROFILE Allows user to edit the user-accessed profile. HOME Causes target carrier to move to home stop. PREVIOUS STEP Used in programming for review of previous step. NEXT STEP Used in programming for review or insertion of next step. SELECT MODE Used to select the mode of operation (Manual or profile). CLEAR Clears the current display. ENTER Executes profile function or the move to distance selected. ')')7 HI"lf AVI' T" (;';11"," IT, (;O,'i\l.'i nS\ nOX) :1.,1. - :-11.)() nOX) :-1" 1_ :~lI;:'l En , PATRIOT RANGE TECHNOLOGIES L L C ~:w,]tWJfXT~W...Y",1f..1r...1rJr..21 8-CV -100-88 Fircanns '1 'l'aining SystClllS WI\'\\'. patriotrange.colll AANG(0TECH .......... IIlemlle Clntrll Transmitter unit The Patriot infra red remote controller will allow the range master to operate the range remotely. The remote control unit can perform All of the macro functions tasks associated with the master control's Function "F" key system. For the first time in history, the range-master can fully operate the range without being in the control room the infra red unit is capable of performing the same functions, or 324 combinations u.of fUn ctloris,as the master keyboard. Exercises, lighting, targetFacing, announcements, etc... ~CTION TARGET Action Target Inc. . PO Box 636 . Provo, UT 84603 . (801) 377-8033 . (801) 377-8096 FAX Mount Prospect Police Dept. Quotation: 29256 By: Chris Hart Printed: 2007-0ct-02 Included Items: 1 4 TURNING SMART TARGET RETRIEVERS WI COMPUTER CONTROL, US PATENT #5951016 .......................................................... 17,485.00 -360 degree turning capability -SmartPad controller, programmable retriever function -Master Control for programmable control of all 4 lanes from control room -Includes wireless controller to run preprogrammed scenarios Note: Mt. Prospect to provide laptop or desktop computer (windows) MSRP: $22,284 1 STEEL CEILING BAFFLE SYSTEM, US PATENT #5822936 ................ 13,890.00 -5 rows of 1/4" AR500 Steel baffles -Rated for up to .223/.308 use -Plywood covering with standard accoustical treatment -Includes 15 dual incandescant light kits for range lighting MSRP: $19,872 1 Action Target Installation. . . . . . . ... . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . .. . . . .. 15,800.00 - Includes Prevailing Wage for Cook County - Includes travel and lodging expenses - Includes moving ~ 10,000 Ibs. down stairs (no elevator) 1 Shipping ~10,000 Ibs. ......................................................... 2,480.00 1 Mount Prospect Responsibilities: ................................................. 0.00 1) All applicable permits and fees 2) Removal and disposal of existing range equipment 3) All required electrical connections (including hookup of baffle lights) 4) Off-loading of equipment upon delivery 5) Engineering stamp for ceiling load if required Total 49.655.00 Payment Terms: Net 30 Quotation 29256 Page 2 Shipping Terms: Delivered Installation Terms: Full Action Target Installation Terms and Conditions: You must reference the Order Number above on your purchase order to secure best price. Price will be honored for 60 days from the quotation date if no other date is specified herein. Action Target reserves the right to adjust installation costs based upon the actual site conditions encountered. Unless explicitly itemized, price does not include taxes, bonds, fees, assessments, licences, mandatory wage requirements or other regulatory costs which may be applicable to the job site. uec UO UI U I.LJIJ Udve ~llIlle U IL-L IU-JI::JU IJI .", Jfi ~.'~""'" --- (-r-.r F ''-''''-'r ~.~ .)j f4: ...~. 1 .- '-,{{" 'w~ Y -, ""'Ii'~ ? :: ' :1 l') r; +.l!J ~ f, ~ ,1 .-~"-:!'.2,. '~..3.:':':> 4...~(.(" li ~ I:s December 6, 2007 Mount Prospect Police Department 112 E. Northwest Hwy Mount Prospect, IL 60056 Attn: Mark Weger FAX 847-392-1070 QUOTATION Dear Mr. Mark Weger: We herewith offer our quotation price of $56,950.00 for the furnishing and delivery, F.O.B. jobsite, the equipment listed herein. In addition to the quotation price, you will be responsible for all Federal, State, or Local Taxes, Licenses, Permits, and Fees applicable to the sale. The above quoted price does not include any charges for Bid, Payment, or Performance Bonds This quotation is null and void if not accepted, in writing, and received by Meggitt Defense Systems Caswell by 03-30-08. Terms are 100% due no later than 30 days after receipt of invoice. Any deviation must be mutually agreed upon in writing. Delivery is normally 90 days after return receipt of approved order. This quotation and attached pages will be attached to and made part of any forthcoming purchase order. Indication of acceptance shall be by signature in the space provided on each page of the quotation herein p~~ Dave Rhine Account Manager Meggitt Defense Systems Caswell APPROVED: DATE: 2540 2nd Street NE Minneapolis, MN 55418 Established 1926 www.mds-caswell.com Phone: 612-216-3784 Fax: 612-216-3790 uec; UU VI U ILJfJ LJdVt::::: "'III It' V IL-L.. IV-v/-...IV 1-',<, - 2 - QUOTATION - EQUIPMENT LISTING QUANTITY MODEL DESCRIPTION 4 RTS-360L Target Turning system 360 degree wi Light 4 EF5 Local Control 1 RM10K PC Master Controller w/touchscreen & PDA 4 NSEB EF5 external box 1 LOT Remove and dispose of existing 4 shooters booths & drywall sofit 1 LOT F reig ht 1 LOT Installation & Training Other Comments: Please note that the existing track and hangers are to be reused. MDS Caswell to supply 12 feet of slotted track per lane. Please note the city of Mt. Prospect IS responsible for all electrical work required (moving of lights, hook up of new drive units, etc.). APPROVED: DATE: LJtj(.; VU ':'1 V IL'-tfJ uctvt: '''III,e:; J-' ~ - 3 - Terms and Conditions Mount Prospect Police Department 12"{)6-07 The following Terms and Conditions are a part of Meggitt Defense Systems Caswell's ('MDS Caswell") Quote to Mt. Prospect PO for the Range renovation project. These Terms and Conditions will be part of any contract, purchase order or signed quote that Meggitt Defense Systems Caswell enters into with you, your department or company, 1. Meggitt Defense Systems Caswell's Terms and Conditions contained herein, along with the endosed quote take precedent over all other project documents Any earlier quote along with those terms and conditions are immediately null and void. 2. Meggitt Defense Systems Caswell's excludes the following items unless specifically included as a line item at the end of this paragraph. A. Une voltage electrical, connections, line or control conduits (empty or full), electrical boxes, receptacles, target or general lights and any other devices generally considered for high voltage, All temp utilities for construction (including adequate lighting and 115v power for hand-tools) are the responsibility of the General Contractor S, Bridging, structural supports or any other material that is required as support for Meggitt Defense Systems Caswell's baffle or safety ceiling. All coordination for baffle, safety ceiling, and bullet trap (and the associated hanging provisions) is the responsibility of the General Contractor, Meggitt Defense Systems Caswell will provide accurate submittal drawings for this purpose. C, Unloading and/or moving/placement of Meggitt Defense Systems Caswell's equipment into the range area, D. Removal I disposal of existing equipment E, Removal I disposal of lead or other hazardous waste F. Relocation of existing piping, ventilation ducts. electrical conduit, ete Items that are specifically included with this quote C&D 3. Meggitt Defense Systems Caswell will not be responsible for payment of the following statutory items unless specifically included as a line item at the end ofthis paragraph: A. Taxes B. Permits C, Fees D, Bonds E. Lioenses F. Other Charges Statutory items that are specifically included with this quole: NONE 4 Meggitt Defense Systems Caswell does not claim, assert or guarantee in any way that purchased equipment is compliant with all federal, state, county, city or local "trade" or "building" codes. The owner is responsible for compliance with all jurisdictions and codes Uec utJ ~'f Ul'::::4P uave Knlne V IL-"-- IV-......'-...IV t-',-T - 4 . 5, Any forthcoming contract between General Contractor and Meggitt Defense Systems Caswell must be of a typicat AtA subcontract format. Any deviation from a typical AlA format may void our quotation or resutt in modified pricing. 6. Meggitt Defense Systems Caswell is a non-union manufacturer Meggitt Defense Systems Caswell will provide prevailing wages (Davis-Bacon) or pay for union workers only if specifically included as a line item below. INCLUDED 7. The payment amount included in the attached quote shall be payable to Meggitt Defense Systems Caswell as follows: Net:30 8. If Me9gift Defense Systems Caswell is not authorized to commence work on the Project within days from the date of the attached quote, Meggitt Defense Systems Caswell shatl be entitled to adjust its quoted prices to account for increased costs to Meggitt Defense Systems Caswell as a result of said delay. g, This (ProposalfSubmittallOocument) contains proprietary infonnation and is submitted for evaluation purposes, and shall not be disclosed, duplicated or reproduced, in whole or in part, without prior written consent of an authorized representatille of Meggitt Defense Systems Caswell. 10. All drawings. specifications and other design documents prepared by Meggitt Defense Systems Caswell and its oonsullants in connection with the Project are the property of Meggitt Defense Systems Caswell Meggitt Defense Systems Caswell shaft retain all common law, statutory and other rights, including all copyrights, related to said design documents. The General Contractor shall not use the design documents on other projects without the specific written consent of Meggitt Defense Systems Caswell. 11. Due to the current instability in the metals market, particularly armor plate, all prices are quoted based on today's cost of metal and metal availability. Due to the fact that our metal supplier's will only quote on the basis of price in effect on the date of shipment, we reserve the right to amend our quote for any difference in the cost of metal at the time of contract award. The adjustment if any, will be either additive or deductive based on the then current metal prices APPROVED: DATE: BEST TECHNOLOGY SYSTEMS, INC. 12024 S. Aero Drive Plainfield, IL 60585-8796 Phone: (815) 254-9554 Fax: (815) 254-9558 Quality Specialists in Bullet Trap Maintenance and Range Decontamination DBE/MBE Asian Minority Owned Business December 12, 2007 Cmdr. Ted Adamczyk Mt. Prospect Police Department 112 East Northwest Hwy. Mt. Prospect, IL 60056 TOTAL COST TO DEPARTMENT: $8,270.00 RE: Shooting Range Maintenance BTL- 07250, Revision 1 Dear Cmdr. Adamczyk: The following are proposals for work to be performed on the facilities shooting range. The services below were quoted to pay the current prevailing wage rates under the Davis-Bacon Act for your county and state. Proposal 1 (Demolition-Booths. Tracks. & Soffit) This proposal is for the demolition of the shooters' booths, tracks, and soffit. The scope of work is as follows: . Remove, clean and dispose of 4 mid shooters booths. . Remove, clean and dispose of 3 target tracks, carriers, and drive motors. . Remove and dispose of a 20 ft X 6 ft soffit located over the shooters booths. . TCLP test on the drywall to be disposed of as general debris in the owner's dumpster. If the drywall is contaminated, a change order will be needed for disposal. . The owner will need to provide an area that is located near the entrance of the shooting range to temporarily store a 20 year dumpster. . HEPA vacuum the shooting range floor. . Wet-wipe all horizontal and vertical surfaces from the firing line to the back wall and from the bottom of the safety ceiling to the floor. . HEPA vacuum the first 200 sq. ft. of floor outside the entrance to the shooting range. . Properly package and label in UN-DOT approved containers all cleaning supplies and personal protective equipment as lead-contaminated hazardous waste created by this project for proper disposal by the owner. . Conduct work in accordance with the attached specifications. The cost for proposal 1 will be: $4,990.00. The range will be closed for 3 days for the work to be completed. Proposal 2 (Demolition-Ceilina Baffles) This proposal is for the demolition of 4 rows of ceiling baffles - (20 total). The scope of work i~ as follow~: . Remove, clean and dispose of 4 rows or 20 total ceiling baffles. Cmdr. Adamczyk BTL 07250, Revision 1 December 12, 2007 Page Two . The owner will need to provide an area that is located near the entrance of the shoqting rang~ to temporarily store a 20 year dumpster. . Properly package and label in UN-DOT approved containers all cleaning supplies and personal protective equipment as lead-contaminated hazardous waste created by this project for proper disposal by the owner. . Conduct work in accordance with the attached specifications. The total cost for Proposal 2 will be: $2,865.00. Proposal 2 pricing is only valid if completed in conjunction with Proposal 1. The range will be closed 2 days for the work to be completed. Proposal 3 (Remove and Dispose of Soundproofing) This proposal is to remove and dispose of soundproofing attached to the range sidewalls. The scope of work is as follows: . Remove approximately 1080 sq. ft. of soundproofing from the sidewalls of the range. . TCLP test to be completed on soundproofing for proper disposal as general debris. If the soundproofing is contaminated, a change order will be needed for proper disposal . Properly package and label in UN-DOT approved containers all cleaning supplies and personal protective equipment as lead-contaminated hazardous waste created by this project for proper disposal by the owner. . Conduct work in accordance with the attached specifications. The total cost for Proposal 3 will be: $3,640.00. Proposal 3 pricing is only valid if completed in conjunction with Proposal 1. The range will be closed 2 days for the work to be completed. Proposal 4 (Supply and Install Soundproofing) This proposal is to supply and install soundproofing on the sidewalls of the range. The scope of work is as follows: . Supply and install approximately 1080 square feet of Sonnex Charcoal Classic Level-1 soundproofing on both sidewalls of the range from the booths to within 1 foot of the bullet trap. . Properly package and label in UN-DOT approved containers all cleaning supplies and personal protective equipment as lead-contaminated hazardous waste created by this project for proper disposal by the owner. . Conduct work in accordance with the attached specifications. The total cost for Proposal 4 will be: $9,210.00. Proposal 4 pricing is only valid if completed in conjunction with Proposals 1 and 3. The range will be closed 2 days for the work to be completed. Proposal 5 (Disposal of Hazardous Waste-55 gallon drum) This proposal is for the hauling and disposal of lead-contaminated hazardous waste created by this project. 12024 South Aero Drive.. Plainfield, Illinois 60585-8796 .. (815) 254-9554 .. Fax: (815) 254-9558 Cmdr. Adamczyk BTL 07250, Revision 1 December 12, 2007 Page Three . The owner will need to store the waste temporarily until our waste transporter picks up the waste for disposal after our last visit at the end of the contract. . The waste will be disposed of in an EPA approved landfill with the proper manifesting. . With acceptance of this proposal, please provide Best Technology Systems, Inc. with your Federal (USEPA) EPA Identification Number. . BTS expects to generate one 55-gallon drum of lead-contaminated hazardous waste created from proposals 1 - 4. . If the drywall or the soundproofing is contaminated, a change order will be needed for proper disposal. . If additional drums or Gaylord boxes are required, a change order will be neede~ for the disposal of the extra waste. The total cost for the disposal will be: $415.00 per drum. With these proposals, you will receive the following: 1. Lead licensed supervisor and workers. 2. Both EPA and OSHAguidelines will be implemented. 3. Site specific OSHA compliance plan for range maintenance and waste management. 4. OSHA air monitoring will be analyzed by a third party laboratory. 5. Commercial general liability insurance with a two million dollar limit per occurrence and a one million dollar umbrella policy. 6. A final documentation package will be sent once BTS receives air sampling and final payment. (Allow 2 or 3 months). 7. Contractor has over five years servicing bullet traps and shooting ranges. 8. Contractor licensed by manufacturer to work on all Caswell Detroit Armor bullet traps. This quotation is null and void, if not accepted, in writing, and received by Best Technology Systems, Inc. within 90 days of the proposal date and services rendered by .June 30, 2008. Any modifications to this contract must be completed in writing and signed by both parties. Failure to properly modify will be considered a breach of contract. Payment is due within 30 days of the date of the invoice. Late payments will be subject to a fee of 1 %% per month. The client shall be liable for attorney and other costs incurred to collect our fees. If you have any questions or comments, please feel free to call me. Please sign and fax back the attached specification sheet to us at (815) 254-9558 with the proposal(s) of acceptance, or send to Best Technology Systems, Inc. a signed purchase order with the proposal(s) of acceptance. Regards, 0~. Uj0~. Gary M. inn President' GMC/sf Attachment 12024 South Aero Drive. Plainfield, Illinois 60585-8796 . (815) 254-9554 . Fax: (815) 254-9558 BEST TECHNOLOGY SYSTEMS, INC. 12024 S. Aero Drive Plainfield, IL 60585-8796 Phone: (815) 254-9554 Fax: (815) 254-9558 Quality Specialists in Bullet Trap Maintenance and Range Decontamination DBE/MBE Asian Minority Owned Business SPECIFICA TIONS FOR CONDUCTING CLEANING/MAINTENANCE WORK IN INDOOR FIRING RANGES CONTAMINATED WITH LEAq 1. Contractor shall have established programs and if requested, shall submit prior to the start of work a copy of the following OSHA required, and other items: ' . Respiratory Protection Program endorsed by a Certified Industrial Hygienist . Medical Surveillance Program . Evidence of medical examinations for all workers, including a physicians statement indicating the employee is fit to conduct this type of work . Certificates of worker training . Reference list demonstrating at least 10 previous projects of similar scope and a minimum of five years experience in this type of work. 2. Contractor is responsible for complying with the following regulations that govern shooting ranges: 29 CFR 1910.1025 29 CFR 1910.134 State/Local Regulations that govern shooting ranges 40 CFR Parts 261-265 3. Contractor shall provide Customer with commercial/general liability, workmen's compensation and no less than one million dollars in lead pollution liability coverage. 4. Contractor performing repair work, disassembly, re-assembly, alteration and/or return to service for the bullet trap shall be trained and authorized to perform such work by the original equipment manufacturer. JOB NAME: Mt. Prospect Police Department BTL#: 07250, Revision 1 ACCEPTED: DATE: If multiple proposals, please state which proposal(s) you are accepting. Proposal 1 _ Proposal 2 _ Proposal 3 _ Federal EPA#: Proposal 4 _ Proposal 5 _ Please fax and/or mail over a copy of your tax exempt letter with the expirati9n date, ~Iong wit~ this signed acceptance sheet and/or with your purchase ord~r. Tax Exempt #: Mount Prospect Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: VEHICLE/EQUIPMENT MAINTENANCE SUPERINTENDENT DATE: DECEMBER 10,2008 SUBJECT: ACCEPT STATE OF ILLINOIS BID FOR TWO SPORT UTILITY VEHICLES ($51,000.00) Background In the current budget, there are funds available to replace units 315 and 318. 315 is a 1995 Chevrolet Cavalier four door sedan and 318 is a 2000 Ford Taurus four door sedan. Both cars are used for transportation by the Village Hall staff in the performance of their daily work and to attend training seminars. Replacement Schedule 315 was purchased in 1995 and 318 was purchased in 2000. The replacement schedule for this type of unit is 8 years or 50,000 miles. 315 is in its thirteenth year of service and has logged 50,306 miles, 318 is about to enter its ninth year of service and has logged 71,500 miles. Life Cvcle Cost Analysis Life cycle cost analysis has been completed for vehicle 315 and 318 and are attached for your review. The optimum economic replacement point for vehicle 315 has been calculated at 6 years and the modified optimum economic replacement point has been calculated at 12 years. The optimum economic replacement point for vehicle 318 has been calculated at 6 years and the modified optimum economic replacement point has been calculated at 8 years. Other Factors Vehicle 315 is used by the Health Division of the Community Development Department. In the course of their daily duties it is sometimes required to transport a ladder to inspect multi-family unit porches. 315 being a compact sedan does not have the interior capacity to carry a ladder tall enough for this type of inspection. A vehicle with a larger interior is needed to transport the ladder. Vehicle 318 was purchased as an E85 flex-fuel vehicle and was to run on E85 fuel available at a retail fuel station located in town. Due to the cost, the lower miles per gallon of the E85 fuel, and having no on site storage for self fueling, we have been running this vehicle on gasoline. The cost of the E85 fuel that was being purchased was equal to what the Village is paying for a gallon of unleaded gasoline, but it takes 1.4 gallons of E85 fuel to equal 1 gallon of gasoline. The other factor was that when the temperatures dropped during the winter months the vehicle became harder and harder to start on E85 fuel. Accept State of Illinois Bid for Two Hybrid SUV Vehicles December 10, 2008 Page 2 of2 Because the E85 vehicles have not proven to be cost effective alternative fuel vehicles at the present time, I am recommending we experiment with hybrid vehicles. Both new vehicles will be 2008 Ford Escape Hybrid SUV vehicles. Replacement hybrid vehicles will have gasoline engines and will be able fuel at the Public Works Fueling Facility. These vehicles use electric power during normal stop and go operations in town and use the gasoline engine on highway runs. The Police Department is also proposing to purchase one to be used by their Community Service Officers in the performance of their daily work assignments. The 2008 Ford Escape Hybrid vehicle includes an 8yr/100,000 mile warranty for the battery/hybrid system. They will also have a 5yr/75,OOO miles premium extended warranty. Replacement Recommendation It is my recommendation that replacements for 315 and 318 be purchased during the 2008 budget year. Recommendation I recommend the purchase of two 2008 Ford Escape sport utility vehicles from the State of Illinois bid award (PSD#4014904) winner Bob Ridings, Inc., Taylorville, Illinois. The cost of each vehicle will be $25,500.00. I request that the Village Board authorize the purchase of two 2008 Ford Escape sport utility vehicles at a total cost not to exceed $51,000.00. Funds for this proposed purchase are available in account 6707709 - 660124, on page 285 of the current budget. The units being replaced will be sold at the NWMC auction in fall of 2008. [h-~ James E. Guenther Glen R. Andler Director of Public Works Attachment c: Deputy Director Sean Dorsey H:\Administration\BIDS\RESUL TS\State Purchase Hybrid SW 2008.doc Mount Prospect Public Works Department Life Cycle Cost Analysis for 1995 Chevrolet Cavalier Sedan. Vehicle # 315 Year 1 2 3 4 5 6 7 8 9 10 11 12 13 Value at Beginning of Year: 11613 10727 9841 8955 8069 7183 6297 5411 4525 3639 2753 1867 981 Estimated Value at Year End: 10727 9841 8955 8069 7183 6297 5411 4525 3639 2753 1867 981 95 Actual Dollar Depreciation for Year: 886 886 886 886 886 886 886 886 886 886 886 886 886 Downtime Costs/Hour. 200 200 200 200 200 200 200 200 200 200 200 200 200 Hours DownNear: 1.5 4 7.5 4.5 20.5 4 12.5 14.5 15 8 18 29 17 Downtime Costs per Year: 300 800 1500 900 450 800 2500 2900 3000 1600 3600 5800 3400 Cost of Maintenance and Repairs per Year: 43 129 184 325 1577 64 844 275 1034 1033 1246 21211 2078 (including labor, parts, etc.) Fuel Costs per Year: 447 1062 482 406 644 629 588 2301 1019 1482 1114 1334 1406 Total Variable Costs: 1676 2877 3052 2517 3557 2379 4818 6362 5939 5001 6846 10141 7770 Total Lifetime Variable Costs: 1676 4553 7605 10121 13678 16057 20875 27236 33175 38177 45023 55163 62934 Miles: 2937 9916 13080 15745 19973 24104 27967 34013 36691 40587 43514 46884 50306 Cumulative Cost per Mile: $ 0.57 $ 0.46 $ 0.58 $ 0.64 $ 0.68 $ 0.67 $ 0.75 $ 0.80 $ 0.90 $ 0.94 $ 1.03 $ 1.18 $ 1.25 (Divide Total Lifetime Variable Costs by Mileage) B Denotes Modified Optimum Economic Replacement. $1.40 I Denotes Optimum Economic Replacement. Modified Optimum Economic Replacement Point Calculation $1.20 Purchase price of new vehicle: 25,500 Less: estimated value of new vehicle at Replacement: 15,500 .!! Estimated depreciation of new vehicle: 10,000 :i $1.00 Less: estimated value of present vehicle: 100 .. Q) Net depreciation cost of new vehicle: 9,900 Q. .. $0.80 Estimated total miles on replacement vehicle at Replacement: 24,000 UI 0 Estimated increase in new vehicle cost per mile 0.41 0 Cumulative cost per mile of present vehicle at Optimum Replacement: 0.67 ~ i $0.60 Add: estimated increase in new vehicle costImile: 0.41 '5 Cumulative cost per mile at Modified Optimum Replacement: 1.08 E $0.40 :I 0 $0.20 $- 2 3 4 5 6 7 8 9 10 11 12 13 Years Mount Prospect Public Works Department Life Cycle Cost Analysis for 2000 Ford Taurus Sedan. Vehicle # 318 Year 1 2 3" 4 5 6 7 8 9 Value at Beginning of Year: 15500 14220 12940 11660 10380 9100 7820 6540 5260 Estimated Value at Year End: 14220 12940 11660 10380 9100 7820 6540 5260 3980 Actual Dollar Depreciation for Year: 1280 1280 1280 1280 1280 1280 1280 1280 1280 Downtime CostslHour: 200 200 200 200 200 200 200 200 200 Hours DownlY ear: 6 6 10.5 2.5 10 10 22 25 8.5 Downtime Costs per Year: 1200 1200 2100 500 2000 2000 4400 5000 1700 Cost of Maintenance and Repairs per Year: 182 228 650 145 1068 283 2775 2271 336 (including labor, parts, etc.) Fuel Costs per Year: 3659 3459 3895 849 2825 3921 6184 583 2261 Total Variable Costs: 6321 6167 7925 2774 7173 7484 14639 9134 5577 Total Lifetime Variable Costs: 6321 12487 20413 23187 30359 37844 52482 61616 67193 Miles: 9615 18704 28941 31173 38596 48901 64527 65999 71500 Cumulative Cost per Mile: $ 0.66 $ 0.67 $ 0.71 $ 0.74 $ 0.79 $ o.n $ 0.81 $ 0.93 $ 0.94 (Divide Total Lifetime Variable Costs by Mileage) I I Denotes Modified Optimum Economic Replacement. $1.00 Denotes Optimum Economic Replacement. $0.90 Modified Optimum Economic Replacement Point Calculation .!! $0.80 Purchase price of new vehicle: 25,500 ~ $0.70 Less: estimated value of new vehicle at Replacement: 15,500 .. Estimated depreciation of new vehicle: 10,000 ~ $0.60 Less: estimated value of present vehicle: 4,000 .. Net depreciation cost of new vehicle: 6,000 <'3 $0.50 .. Estimated total miles on replacement vehicle at Replacement: 48,000 ~ $0.40 .. Estimated increase in new vehicle cost per mile 0.13 ~ $0.30 Cumulative cost per mile of present vehicle at Optimum Replacement: 0.77 ::J Add: estimated increase in new vehicle cost/mile: 0.13 U $0.20 $0.10 Cumulative cost per mile at Modified Optimum Replacement: 0.96 $- 2 3 4 5 6 7 8 9 Year Mount Prospect Village of Mount Prospect Mount Prospect, Illinois ~ INTEROFFICE MEMORANDUM TO: MAYOR I RVANA WILKS BOARD OF TRUSTEES FROM: MICHAEL E. JANONIS DATE: JANUARY 8,2008 APPROVAL OF CONTRACT FOR APPRAISAL AND NEGOTIATION SERVICES IN CONJUNCTION WITH LEVEE 37 RE: As a "Local Sponsor", along with the City of Prospect Heights, the Village of Mount Prospect is responsible for, among other things, acquisition of temporary and permanent easements needed for the construction of the Levee 37 Flood Control Project. The Village is currently in negotiations with the Forest Preserve Department of Cook County (District) to acquire approximately 5.85 acres of temporary and permanent easements on (District) property along the east side of River Road and Milwaukee Avenue in Mount Prospect and Prospect Heights. In order to expedite the negotiations, it is in the Village's best interest to engage the services of a firm that specializes in these types of transactions. Land Acquisitions Inc. (LAI) has a long resume of providing these services. The scope of services includes appraisals for both District property and Solid Waste Agency of Northern Cook County (SWANCC) property. The later will be acquired by the "Co-Sponsors" and deeded to the District as part of the transaction. LAI will also package the necessary information and assist in negotiating with the District. The fee quoted by LAI for these services is $12,400. It is recommended that the Village enter into a contract with LAI for the amount of $12,400. By way of an Intergovernmental Agreement, the City of Prospect Heights will reimburse the Village for its proportional share of the contract. C: Jeff Wulbecker, Village Engineer Everett Hill, Village Attorney VILLAGE OF MOUNT PROSPECT SCOPE OF SERVICES Land Acquisitions, Inc. (LAI) will provide an acquisition program which will include acquisition- related services applied from the post-design phase to the pre-construction phase. The following summary outlines these individual steps that must be accomplished by the Acquisition Consultant utilized by the Village of Mount Prospect (AUTHORITY). Once authorization to proceed is received, LAI will utilize the following steps to achieve success in the proposed project: I. PROJECT MANAGEMENT CONFERENCE A. Prior to beginning work assignments, LAI and the AUTHORITY will review the general requirements of each of the work elements such as appraisal approaches, negotiation and relocation procedures for the project. B. The organization and classifications of LAI personnel will be discussed, . identifying primary contacts in each organization for the purpose of reporting progress, presenting inquiries, and the resolution of problems, which may surface during the acquisition process. The project work plan submitted herein will be discussed. C. Determination of the LAI project staff, (if different than those identified herein) to be assigned to the project, will be made. Appropriate individual resumes will be subsequently submitted to the AUTHORITY for review and approval. II. APPRAISALS OF THE PROPERTIES BEING ACQUIRED A. Appraisal reports will be prepared independently of any other appraiser employed under a similar contract. B. The Appraiser will not furnish a copy of any appraisal or the findings or results contained therein to any other person or agency unless authorized by the CLIENT. C. Appraisal reports will be fully documented as required by Federal, State and Local statutes and shall conform to the Standards for Appraisals as required by the Illinois Department of Natural Resources. III. APPRAISAL REVIEWS , A. A qualified reviewing appraiser shall examine all appraisals to assure that they meet applicable appraisal requirements. Page 1 of2 VILLAGE OF MOUNT PROSPECT SCOPE OF SERVICES B. When necessary, the reviewing appraiser shall obtain necessary corrections or revisions to the subject appraisals. C. The reviewing appraiser shall make a recommendation of a single conclusion of value. VI. NEGOTIATIONS TO SECURE THE REQUIRED REAL ESTATE A. Negotiation procedures will conform to Public Laws 91-646 and 49 CFR, Part 24 and all applicable State statutes. B. The Negotiator will provide the Forest Preserve District of Cook County (District) with factual information concerning the project at the preliminary acquisition interview. During subsequent negotiations, the District will be given additional project-related data to complement their previous knowledge and provide further assistance in making an effective, positive decision concerning the project and the requested taking. C. The Negotiator will provide the landowner with a written offering price letter. When presented, the offer of compensation is stated in a brief and straight- forward manner. D. Upon landowner acceptance of the offering price, releases, waivers of appraisal, deeds and any other pertinent conveyance documents are executed for each parcel. Once executed, the documents are transmitted to the AUTHORITY for review and approval. Payment (Closing) for the acquisition will generally be made within 45 days of the date of deed delivery. E. In the event of a negative reaction to the offer, the Agent will document the specific landowner objections and assure the landowner that more detailed information will be made available. Settlements for amounts greater than the approved offering price may be recommended to AUTHORITY at this stage of the negotiation process. F. LAI will procure the necessary releases, conveyances, etc. to secure the estate sought by the AUTHORITY. Page 2 of 2 CONTRACT FOR PROFESSIONAL SERVICES BETWEEN THE VILLAGE OF MOUNT PROSPECT, ILLINOIS AND LAND ACQUISITIONS, INC. THIS CONTRACT, made this _ day of , 2008, by and between the Village of Mount Prospect, Illinois ofthe first part, hereinafter, called the "CLIENT" and LAND ACQUISITIONS, INC. a Delaware Corporation, party of the second part, hereinafter called the "CONSULTANT". WITNESSETH: That WHEREAS, the CLIENT has identified the need to acquire certain real estate in connection with a flood mitigation project to be constructed along the Des Plaines River, hereinafter called the "PROJECT"; and WHEREAS, the CLIENT wishes to accomplish the acquisition of real estate for said PROJECT in conformance with all applicable State of Illinois and federal rules and regulations; and WHEREAS, CONSULTANT has available and offers to provide the necessary professional services to accomplish the PROJECT work within the required time; and WHEREAS, the CLIENT is authorized by law to employ consultants to assist with the completion of such PROJECT. NOW, THEREFORE, the parties hereto do mutually agree as follows: I. SCOPE OF SERVICES A. The CONSULTANT shall furnish professional services as set out in Scope of Services, which is attached hereto and incorporated herein by reference. B. In the event of delays in the performance by the CONSULTANT due to circumstances caused by CLIENT, the CONSULTANT'S schedule of performance shall be equitably adjusted to account for such delay. II. IN ADDITION. THE CONSULTANT AGREES A. To provide the various technical and professional services, equipment, material and transportation to perform the tasks as outlined in Scope of Services. B. To make available during regular office hours at its Arlington Heights, Illinois office all records, documents and other written material as the CLIENT may wish to examine periodically during performance of this agreement. C. To save and hold CLIENT harmless against all suits, claims, damages and losses for injuries to persons or property arising from or caused by errors, omissions or negligent acts of CONSULTANT, its agents, servants, employees, or subcontractors occurring in the performance of its service under this contract. D. To comply with all federal, state and local laws, ordinances and regulations applicable to the work, including Title VI of the Civil Rights Act of 1974. E. To accept compensation for the work herein described in such amounts and at such periods as hereinafter provided and that such compensation shall be satisfactory and sufficient payment for all work performed, equipment or materials used and services rendered in connection with such work. F. To submit monthly billings to the CLIENT for the performance of services rendered, and associated fees, as set forth in Fee Summary. II . .:~., ., ~ CONTRACT FOR PROFESSIONAL SERVICES BETWEEN THE VILLAGE OF MOUNT PROSPECT, ILLINOIS AND. LAND A_CQUISITIONS, INC. G. To complete the services to be performed by CONSULTANT hereunder in accordance with the schedule set forth in SCOPE OF SERVICES AND FEE SUMMARY, which is attached hereto and incorporated herein by reference. CONSU L T ANT shall not be responsible or held liable for delays occasioned by the actions or inactions of the CLIENT or other agencies, or for other unavoidable delays beyond the control of the CONSULTANT. H. CONSULTANT covenants and represents to be responsible for the professional and technical accuracies of the work or material furnished by the CONSULTANT under the agreement. CONSULTANT further agrees, covenants and represents that all work or material furnished by CONSULTANT, its agents, employees and subcontractors, under this agreement, including any additions, alterations or amendments thereof, shall be free from errors, omissions or negligence. I. CONSULTANT shall procure and maintain a Workman's Compensation and Employer's Liability Policy. This policy shall include an "all state" endorsement. Said insurance policy shall also cover claims for injury, disease or death of employees arising out of and in the course of their employment, which, for any reason, may not fall within the provisions of the Workman's Compensation Law. The liability limit shall not be less than: Workman's Compensation - Statutory Employer's Liability - $100,000.00 each occurrence Further, a comprehensive general liability policy shall be procured and maintained by the CONSULTANT that shall be written in a comprehensive form and shall protect CONSUL TANTagainst all claims arising from injuries to persons (other than CONSULTANT'S employees) or damage to property to the CLIENT or others arising out of any negligent act or omission of CONSULTANT, its agents, officers, employees or subcontractors in the performance or CONSULTANT services under this agreement. The liability limit shall not be less than $500,000.00 per occurrence for bodily injury, death and property damage. Satisfactory Certificates of Insurance shall be filed with the CLIENT prior to the time CONSULTANT starts any work under this agreement if requested by the CLIENT. III. THE CLIENT AGREES A. To furnish all available information and data pertaining to the PROJECT now in the CLIENT's possession and CONSULTANT may rely on such information and date as accurate without having to take steps to verify the same. B. To pay the CONSULTANT for its services in accordance with the requirements of this agreement within thirty days of receipt of the monthly invoices for CONSULTANT's services. IV. C. To provide right of entry for CONSULTANT's personnel in performing the services hereund~r. '".' PAYMENT PROVISIONS A. Payment to the CONSU L T ANT for the performance of its services shall be based on the actual units of work performed and on the schedule of fees set out in Fee Summary. CONSULTANT shall invoice once-monthly for services completed. CLIENT shall pay CONSULTANT's invoices within 30 days of receipt thereof. CONTRACT /FOR PROFESSIONAL SERVICES BETWEEN THE VILLAGE OF MOUNT PROSPECT, ILLINOIS AND LAND ACQUISITIONS, INC. B. If additional work should be necessary, by virtue of a major change in the scope of the proposed PROJECT, the CONSULTANT will be given written notice by the CLIENT along with a request for an estimate of fees for performance of such additions; but no additional work shall be performed nor shall additional compensation be paid except on the basis of a Supplemental Agreement duly entered into by the parties. v. THE PARTIES HERETO MUTUALLY AGREE: A. That the right is reserved to the CLIENT to terminate this agreement at any time, upon written notice, in the event the PROJECT is to be abandoned or indefinitely postponed, or because of the CONSULTANT's inability to proceed with the work, or because the services of the CONSULTANT are unsatisfactory; PROVIDED, however, that in any case the CONSULTANT shall be paid the reasonable value of the services rendered up to the time of termination on the basis of the provisions of this agreement. B. In the event of unavoidable delays in the progress of the work contemplated by this agreement, reasonable extensions in the time allotted for the work will be granted by the CLIENT provided, however, that the CONSULTANT shall request extensions in writing giving the reasons therefor. C. It is further agreed that this agreement and all contracts entered into under the provisions of this agreement shall be binding upon the parties hereto and their successors and assigns. D. Neither the CLIENT's review, approval or acceptance or, nor payment for, any ofthe work or services required to be performed by the CONSULTANT under this agreement shall be construed to operate as a waiver of any right under this agreement or any cause of action arising out of the performance of this agreement. E. The rights and remedies of the CLIENT provided for under this Agreement are in addition to any other rights and remedies provided by law. . ,. . ., 1 . .~~ '\ . ~ . ,j F. It is specifically agreed between the parties executing this contract, that it is not intended by any of the provisions of any part of this contract to create the public or any member thereof a third-party beneficiary hereunder, or to authorize anyone not a party to this contract to maintain a suit for damage pursuant to the terms or provisions of this contract. IN WITNESS WHEREOF, the CLIENT and CONSULTANT have executed this agreement as ofthe date first above written. . :1 VILLAGE OF MT. PROSPECT BY: Date BY: LAND ACQUISITIONS, INC. ~ ~'6.-~ Date 12/28/2007 President FEE SUMMARY TASK ITEM QUANTITY UNITS RATE TOTAL Appraisals Parcel 2 arm aree TOTAL i $ 12,400.0q 1. This estimate is based upon the assumption of two parcels to be acquired. 2. Fees for title insurance policies, recording fees and mortgage release fees shall be billed at cost. These amounts are not included in nor subject to the Contract Maximum set forth above. 3. Fees for negotiation services shall be billed at CONSULTANT customary hourly rates not to exceed fixed fee stated above. Expenses shall be billed at actual cost. (Mileage, meals, lodging, telephone, office copies and office overhead are not considered additional expenses and are included in the fee schedule.) 4. All prices stated herein assume authorization to proceed being issued no later than 01-03-08. Should the actual date the authorization to proceed is issued after 01-03-08, we reserve the right to renegotiate the stated fees. 5. All work associated with condemnation proceedings shall constitute extra work.